Organization Logo Historical Society, Wisconsin

Office Operations Associate - CURRENT OFFICE SUPPORT VACANCY 
Job Announcement Code: 1005683

County(ies):
 		Dane
Classification Title(s)/JAC:
  Job Working Title(s):  		OFFICE SUPPORT EXAM INTERMED LEVEL - 1005683
  Executive Office Support
Type of Employment:
 		Full Time (40 hrs/week)
Salary:
 		Beginning pay is $13.968 per hour ($29,165 annual salary). This position is represented by the Wisconsin State Employees Union (WSEU). The schedule and range is 02-10. A six-month probationary period will be required.
Contact:
 		Brian L. Schroeder, Human Resources Specialist, Telephone 608-264-6409; FAX 608-264-6415; E-mail BrianL.Schroeder@wisconsinhistory.org
Bargaining Unit:
 		Administrative Support
Area of Competition:
 		Open
Deadline to Apply:
 		12/10/2010
Completed materials must be received by 4:00 p.m. on Friday, December 10, 2010.

To be eligible to apply for this position, you must have taken the Office Support exam within the last year. Your civil service score must be 70 or higher at the appropriate level of the vacancy (entry, intermediate, or advanced) and you must apply within 1 year of your exam date. Please check your Wisc.Jobs Job Cart to ensure that you have a current passing score for this position.

The Wisconsin Historical Society, founded in 1846, is the oldest historical society in the United States to receive continuous public funding. The society's headquarters are located in Madison, Wisconsin, on the campus of the University of Wisconsin–Madison.


Its purpose is to maintain, promote and spread knowledge relating to the history of North America, with an emphasis on the state of Wisconsin and the trans-Allegheny West. In fulfilling its mission to educate the public on areas relating to Wisconsin history, the Wisconsin Historical Society coordinates many programs to preserve objects and information of historical interest while keeping them available to the public. The society's library and archives, which together serve as the library of American history for the University of Wisconsin–Madison, contain nearly four million items, making the society's collection the largest in the world dedicated exclusively to North American history.


In addition to this library, the society operates the Wisconsin Historical Museum in downtown Madison, nine historic sites around Wisconsin, and a publishing house, the Wisconsin Historical Society Press, which publishes books on Wisconsin and American history and a quarterly magazine, the Wisconsin Magazine of History. It serves as the State Historic Preservation Office, administering the state register of historic places, certifying building projects for federal and state tax credits, reviewing federal projects for their effect on historic properties, and protecting burial sites.


See the website at: http://www.wisconsinhistory.org/

Job Duties:   

The position is supervised by the Director of the Wisconsin Historical Society and works under general supervision in the Executive Office. This position assists the Director’s Office and the Division of Museums and Historic Sites (DMHS) at the Wisconsin Historical Society in Madison. This position functions as the sole office support for the Executive Office and DMHS Central Office and therefore must be organized and prioritize the daily workload. This position performs administrative support functions, some of which are of a complex nature requiring analytical or independent reasoning. This position must be able to work and think independently and take the initiative. Work hours will be 8:00 a.m. – 5:00 p.m.; there is a possibility for some flexibility.


A well qualified candidate will have experience providing support to an executive level office and has had experience working in a professional setting.

Special Notes:   


  1. A criminal background check will be conducted prior to an offer of employment to determine if the circumstances of any conviction may be related to the job.

  2. The Immigration Reform and Control Act of 1986 requires employers to hire only individuals who are eligible to work in the United States. Upon reporting for work, an individual will be expected to present proper evidence establishing employability.

  3. Verification of academic degrees will be conducted prior to an offer of employment.

Job Knowledge, Skills and Abilities:   


  • Knowledge of WHS organization structure and geographic locations to guide and direct others to locations and appointments.

  • Knowledge of modern office procedures, including procedures development and implementation.

  • Public relations and customer service skills, including customer service concepts and techniques.

  • Knowledge of modern office practices such as telephone procedures, fax protocol, filing systems and correspondence etiquette.

  • Ability to type 40 words per minute, including entry of data accurately and efficiently.

  • Computer skills in word processing, database management and spreadsheets.

  • Knowledge of Microsoft Office including very strong skills and abilities using Microsoft Word, Excel and PowerPoint.

  • Operation and maintenance of personal computers, printers, faxes, photocopiers and other standard office equipment.

  • Ability to problem solve in a fast-paced environment.

  • Excellent organizational skills and the ability to manage several projects at once.

  • Ability to function and cooperate in a team environment.

  • Ability to work independently without supervision.

  • Accurate grammar, spelling, punctuation and proofreading skills.

  • Oral, written and interpersonal communications skills.

  • Ability to lift and carry 30 pounds and have the physical dexterity and flexibility necessary to work in an office environment.

  • Ability to travel independently within Wisconsin as assigned by the Director.

  • Able to legally operate a motor vehicle in the state of Wisconsin.

How To Apply:   

How to apply with an existing Wisc.Jobs account:  NOTE: As of March 2009, there is a pre-registration requirement for applicants to take the Office Support exam. Be sure to follow the instructions on the Job Announcement for the Office Support exam. You must have taken and received a passing score at the Intermediate level on the Office Support exam on December 2009 or later to apply for this job. You will be using your Office Support score to apply for this vacancy and you must have a current score.


In addition to taking the exam, you must apply online by following these steps:


If you have a Wisc.Jobs account:


1. Click "Log in to Apply" at the top of the job announcement and log into your account.
2. Click “Apply Now” at the top of the job announcement.
3. Review your Job Application and make any necessary updates and click "Continue."
4. Complete the Job Preferences screen and click "Continue."
5. Once you are on the Application Status page, click on the “Use Current Score” button. You will get a message stating that “Your current score has been successfully applied to this recruitment.”
6. If you did not have the “Use Current Score” button, you have either not taken the Office Support exam or it has not been scored yet. As of March 2009, there is a pre-registration requirement for applicants to take the Office Support exam. In order to be eligible to take the next exam, be sure to follow the instructions on the Job Announcement for the Office Support exam.


If you do not have a Wisc.Jobs account:


1. Click "Log In" at the top of the webpage.
2. Click the "Create New Account" Button and follow the steps to create a new account.
3. Click "Apply Now" at the top of screen and complete steps 3 - 6 from above.


If you need assistance with the online application process, call the Office of State Employment Relations' help desk at (608) 267-1012.


Completed materials must be received by 4:00 p.m. on Friday, December 10, 2010.


Materials will be evaluated and the most qualified applicants will be invited to participate in the next step of the selection process. Questions may be directed to Brian Schroeder, Human Resources Specialist, Wisconsin Historical Society, 816 State Street, Madison, WI 53706-1482; Telephone 608/264-6409; Fax 608/264-6415; or E-mail at BrianL.Schroeder@wisconsinhistory.org


The Wisconsin Historical Society is an equal opportunity employer.